Privacy Policy

Famlonga Business Services ("we", "our" or "us") is committed to protecting the privacy, confidentiality and security of the personal information entrusted to us by our clients, prospective clients, employees, contractors and visitors to our website.

Privacy is fundamental to the professional relationship we maintain with every client. As registered tax professionals, we routinely receive highly confidential financial and personal information and recognise the trust placed in us to safeguard that information.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information in the course of providing our accounting, taxation, bookkeeping, advisory and related professional services. It also explains your rights in relation to your personal information and our obligations under Australian privacy legislation.

This policy has been prepared in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable legislative and professional obligations. It should be read together with any engagement letter, Privacy Collection Notice or other documentation provided by Famlonga Business Services.

Our Commitment Respecting confidentiality is one of the foundations of our profession. Every member of our team understands that the information provided to us is often highly sensitive and may include taxation records, financial information, identity documents and other confidential material. We treat this information with the highest degree of care and only collect information that is reasonably necessary for us to provide our professional services, meet our legal obligations and maintain an ongoing relationship with our clients. We are committed to ensuring that personal information is managed lawfully, fairly and transparently throughout its lifecycle, from the time it is collected until its secure destruction when it is no longer required. Our privacy obligations extend beyond legislative requirements. They also form part of our ethical responsibilities under the professional standards governing accountants and registered tax practitioners.

Types of Information Collected The type of information we collect depends on the services we provide and the nature of our relationship with you. When acting as your accountant or tax adviser, we may collect personal information directly from you, from your authorised representatives, or from third parties where you have authorised us to do so or where we are otherwise permitted by law. This information may include your name, residential and postal address, telephone numbers, email addresses, date of birth, Tax File Number, Australian Business Number, Australian Company Number, bank account details, identification documents, employment information, taxation information, financial statements, accounting records, payroll information, superannuation details and other information necessary for us to provide our services. Where we act for companies, trusts or other entities, we may also collect information relating to directors, shareholders, trustees, beneficiaries, officeholders and authorised representatives. If we provide payroll, bookkeeping or business advisory services, we may receive information relating to employees, contractors, customers or suppliers where this is necessary to perform the agreed engagement. We only seek information that is reasonably necessary for the services we have been engaged to provide.

Sensitive Information and Identity Verification Some engagements require us to collect more sensitive categories of information than would ordinarily be required. This may include copies of passports, driver's licences, Medicare cards or other identification documents used to verify identity. We may also collect information required to satisfy our obligations under taxation legislation, anti-money laundering and counter-terrorism financing requirements, professional standards or other applicable laws. Tax File Numbers are collected only where authorised by law and are handled in accordance with the Privacy (Tax File Number) Rule 2015. We recognise the particular sensitivity of TFN information and apply additional safeguards to protect it from misuse, loss or unauthorised disclosure. Where identity verification is undertaken using secure third-party platforms, the collection and processing of identity documents will occur only for legitimate business purposes and in accordance with applicable privacy obligations.

How We Collect Information Most personal information is collected directly from you. This may occur during meetings, telephone conversations, email correspondence, completion of questionnaires, engagement documentation, website enquiries, online appointment bookings, electronic signature processes or when you provide documents to us through secure digital platforms. Information may also be collected through our website when you submit an enquiry, request information, subscribe to updates or book an appointment. Where appropriate, and with your authority, we may obtain information from government agencies, financial institutions, previous accountants, legal advisers or other professional advisers involved in your affairs. In some circumstances legislation requires us to collect information from third parties in order to properly perform our professional duties or comply with legal obligations.

Why We Collect Information We collect personal information so that we can establish and maintain a professional relationship with you and provide the services you have requested. This includes preparing taxation returns, financial statements, business activity statements, bookkeeping records, payroll services, business advice, company secretarial services, superannuation administration, taxation planning, ASIC compliance, identity verification, responding to enquiries and communicating with government authorities where authorised. We also use personal information to manage our practice, maintain accurate records, issue invoices, communicate with clients, improve our services and comply with our professional, regulatory and legal obligations. We do not collect personal information for purposes unrelated to our professional services unless we have obtained your consent or are otherwise authorised by law.

Disclosure of Personal Information As part of providing our professional services, there will be occasions where it is necessary to disclose your personal information to third parties. We will only do so where the disclosure is reasonably necessary to perform our engagement, where you have authorised us to do so, or where we are required or permitted by law. Depending on the nature of the services we provide, your information may be disclosed to government agencies such as the Australian Taxation Office (ATO), the Australian Securities and Investments Commission (ASIC), the Australian Business Registry Services (ABRS), the Australian Transaction Reports and Analysis Centre (AUSTRAC), or other regulatory authorities where required. Where appropriate, we may also disclose information to financial institutions, legal advisers, auditors, insurers, software providers, information technology service providers, or other professional advisers engaged in connection with your affairs. In certain engagements, we may communicate with your previous accountant, financial adviser, mortgage broker or solicitor where you have requested us to do so or where it is reasonably necessary to complete the services you have engaged us to provide. Famlonga Business Services does not sell, rent or trade personal information to third parties for marketing purposes. Every reasonable effort is made to ensure that any third party receiving personal information is required to maintain appropriate standards of confidentiality, privacy and information security.

Third Party Service Providers To deliver efficient, secure and modern professional services, Famlonga Business Services uses a number of trusted third-party technology providers. These providers assist us in communicating with clients, securely storing information, managing engagements, preparing accounting records, obtaining electronic signatures, verifying identities and maintaining our business operations. Depending upon the services you receive, your information may be processed or stored using systems including: •Microsoft 365 and Microsoft Teams •Xero and Xero Practice Manager •Ignition •Adobe Acrobat Sign •Brevo •Calendly •SimpleAML •Wix •Google Maps •Australian Taxation Office Online Services •ASIC Online Services These providers have been selected because they offer business-grade security and are widely used within the Australian accounting profession. Where third-party providers process information on our behalf, they do so only for the purposes of providing services to Famlonga Business Services. We require our service providers to implement appropriate safeguards to protect the confidentiality and security of the information they process. As technology evolves, we may introduce additional service providers where appropriate. Any such providers will be subject to appropriate due diligence before being engaged.

Overseas Disclosure of Personal Information Some of the technology platforms used by Famlonga Business Services operate cloud-based infrastructure that may store or process information outside Australia. For example, Microsoft, Adobe, Google, Wix, Calendly, Brevo and Xero utilise globally distributed cloud infrastructure to provide reliable, secure and resilient services. Depending upon the systems used, personal information may be processed in Australia, the United States, Singapore or other jurisdictions in which our trusted technology providers maintain cloud infrastructure. While personal information may therefore be processed in jurisdictions outside Australia, we seek to ensure that our service providers maintain privacy and security standards that are consistent with Australian privacy requirements. Before engaging cloud service providers, we consider their reputation, security certifications, contractual commitments and privacy practices to ensure that client information remains appropriately protected. Where personal information is disclosed overseas, we will take reasonable steps to ensure that the recipient does not breach the Australian Privacy Principles in relation to that information, unless an exception under the Privacy Act applies.

Website Privacy When you visit the Famlonga Business Services website, certain technical information may be collected automatically to help us maintain the security, functionality and performance of the website. This information may include your internet protocol (IP) address, browser type, operating system, pages visited, referring website, date and time of access and other technical information generated during your interaction with the website. This information does not generally identify you personally and is primarily used to monitor website performance, diagnose technical issues, improve user experience and protect our website against malicious activity. Where you choose to submit an enquiry through our website, subscribe to communications, or complete an online form, the personal information you voluntarily provide will be collected and managed in accordance with this Privacy Policy. Our website may contain links to third-party websites for your convenience. Once you leave our website, we are not responsible for the privacy practices or content of those external websites, and we encourage you to review their respective privacy policies.

Cookies and Similar Technologies Our website uses cookies and similar technologies to improve functionality, remember user preferences and support the delivery of our online services. Cookies are small text files that are placed on your device when you visit a website. They help websites operate efficiently and may also provide information about how visitors use the website. Some cookies are essential for the operation of our website and cannot be disabled without affecting functionality. Other cookies may assist with remembering preferences, supporting appointment bookings or improving website performance. Because our website is hosted by Wix and incorporates services such as Calendly, Brevo and Google Maps, these providers may also use cookies necessary for the operation of their respective services. Most web browsers allow you to manage, block or delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website or prevent some services from operating correctly. Further information regarding the cookies used on our website is available in our separate Website Cookie Policy.

Microsoft Teams Meetings Famlonga Business Services may conduct meetings with clients using Microsoft Teams or other secure online meeting platforms. To assist with maintaining accurate client records, Microsoft Teams may utilise meeting note-taking or AI-assisted meeting summary features where available within our business environment. These features are used solely to assist our staff in preparing accurate file notes, recording agreed actions and improving the quality and efficiency of our professional services. Meetings are not recorded unless clients are separately advised beforehand and consent has been obtained where required. Any meeting notes generated form part of the client's confidential file and are managed in accordance with this Privacy Policy, our Information Security Policy and our professional confidentiality obligations. Clients who prefer not to utilise available meeting note-taking features are welcome to notify us before the commencement of the meeting. We will make every reasonable effort to accommodate such requests where practicable.

Responsible Use of Artificial Intelligence Famlonga Business Services may use carefully selected artificial intelligence (AI) technologies to assist with administrative tasks, meeting summaries, workflow efficiencies and other professional support activities. AI technologies are used as tools to assist our team and do not replace professional judgement or the expertise of our qualified staff. Where AI-assisted technologies are used, all professional work continues to be reviewed by appropriately qualified personnel before being relied upon, communicated or finalised. We do not input confidential client information into publicly available artificial intelligence platforms unless appropriate contractual, security and privacy protections are in place and the use is consistent with our professional obligations. We seek to ensure that any AI technologies used within our practice are implemented responsibly, securely and in accordance with applicable privacy and confidentiality requirements. The use of AI within our practice is subject to ongoing review as technology, legislation and professional standards continue to evolve.

Information Security & Responding to Data Breaches Protecting the confidentiality, integrity and availability of client information is fundamental to the services provided by Famlonga Business Services. We maintain administrative, technical and physical safeguards that are designed to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. Our approach to information security reflects the nature of the professional services we provide and the sensitivity of the information entrusted to us. Access to client information is restricted to personnel who require access to perform their duties. Employees, contractors and authorised representatives are required to maintain the confidentiality of all client information both during and after their engagement with our practice. Our security measures include, where appropriate, secure cloud-based systems, password protection, multi-factor authentication, role-based access controls, encrypted communications, secure backup procedures, software updates and ongoing monitoring of our technology environment. While every reasonable effort is made to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure. Accordingly, although we implement appropriate safeguards consistent with current professional practice, we cannot guarantee the absolute security of information transmitted over the internet. Should we become aware of a suspected or actual security incident involving personal information, we will respond promptly in accordance with our internal Information and Data Breach Response Plan. Despite the safeguards implemented by Famlonga Business Services, no organisation can eliminate the risk of a data breach entirely. We are committed to responding promptly, responsibly and transparently should a suspected or actual data breach occur involving personal information. Where we become aware of a suspected or actual data breach, we will immediately investigate the incident to determine the nature, scope and potential impact of the breach. Appropriate steps will be taken to contain the incident, prevent further unauthorised access, disclosure, loss or misuse of personal information, and preserve relevant information necessary for investigation and remediation. As part of our response, we will undertake a risk assessment to determine the likelihood and seriousness of any harm that may result to affected individuals. This assessment will consider the type of information involved, the circumstances of the breach, whether the information has been accessed or disclosed without authorisation, and the potential consequences for those affected. Where necessary, we will implement corrective actions to address the cause of the incident and strengthen our systems, processes and controls to reduce the likelihood of a similar incident occurring in the future. This may include changes to technology, security measures, internal procedures or staff training. Where a data breach is determined to be an eligible data breach under the Privacy Act 1988 (Cth) and the Notifiable Data Breaches (NDB) Scheme, Famlonga Business Services will comply with its legal obligations, including notifying the Office of the Australian Information Commissioner (OAIC) and affected individuals as soon as practicable, where required by law. Where notification is required, we will provide affected individuals with information regarding the nature of the breach, the types of personal information involved, the steps we have taken in response, any actions they should consider taking to protect themselves, and contact details for obtaining further assistance. Famlonga Business Services is committed to the ongoing review and continuous improvement of its privacy and information security practices. Following any security incident or data breach, we will review our response, identify lessons learned and implement appropriate improvements to further strengthen the protection of personal information entrusted to our care.

Retention and Secure Disposal of Personal Information Famlonga Business Services retains personal information only for as long as it is required to fulfil the purposes for which it was collected, to comply with our legal and professional obligations, or to protect our legitimate business interests. As a registered accounting and taxation practice, we are required to retain many records for prescribed periods under taxation legislation, professional standards and other applicable laws. In most circumstances, client records will be retained for a minimum period of seven years following completion of the relevant engagement, although longer retention periods may apply depending upon the nature of the services provided or legal requirements. When personal information is no longer required and we are not legally required to retain it, we take reasonable steps to securely destroy or permanently de-identify the information. Paper records are disposed of using secure destruction methods, while electronic information is securely deleted or destroyed in accordance with our internal Records Retention and Secure Disposal Policy.

Your Rights We recognise that individuals have important rights regarding the personal information we hold about them. Subject to applicable legislation, you may request access to the personal information we hold about you and request that inaccurate, incomplete or out-of-date information be corrected. If you believe that any personal information we hold is inaccurate or requires updating, we encourage you to contact us so that we can promptly review and amend our records where appropriate. In some limited circumstances, the Privacy Act permits us to refuse access to certain information. If this occurs, we will explain the reasons for the refusal unless we are prevented from doing so by law. We aim to respond to requests for access or correction within a reasonable period and may require verification of identity before releasing personal information.

Direct Marketing From time to time, Famlonga Business Services may provide clients with information regarding changes to taxation legislation, regulatory developments, practice updates, newsletters, educational resources or invitations to seminars and events that we believe may be relevant to their interests. Where required by law, these communications will only be sent with your consent or where another lawful basis applies. Marketing communications distributed electronically will include a simple method for opting out of future communications. You may unsubscribe at any time by following the instructions included within the communication or by contacting our office directly. Choosing not to receive marketing communications will not affect our ability to communicate with you regarding the professional services we provide or matters relating to your engagement with our practice.

Vulnerable Persons Our professional services are generally intended for adults, businesses and organisations. We do not knowingly collect personal information directly from children unless the information is provided by a parent, legal guardian or authorised representative, or where it is reasonably necessary in connection with the professional services we have been engaged to provide. Where information relating to minors or vulnerable persons is required for taxation, superannuation, estate administration or other professional purposes, it will be managed with the same high standards of confidentiality and security that apply to all personal information.

Privacy Complaints Famlonga Business Services takes privacy concerns seriously and is committed to resolving complaints promptly, fairly and respectfully. If you believe that we have breached your privacy or mishandled your personal information, we encourage you to contact us in the first instance so that we have the opportunity to investigate the matter and work towards an appropriate resolution. Privacy complaints should be directed to: Famlonga Business Services Email: admin@famlongabusiness.com.au Please provide sufficient detail regarding your concerns so that we can properly investigate the matter. We may contact you if additional information is required. We aim to acknowledge receipt of your complaint promptly and will investigate the circumstances as quickly as reasonably practicable. Following our investigation, we will advise you of our findings and any action we propose to take. If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC).

Changes to this Privacy Policy Privacy legislation, professional standards and technology continue to evolve. Accordingly, Famlonga Business Services may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, technology or the services we provide. The most current version of this Privacy Policy will always be available on our website. Where changes are significant, we may notify clients through our website, engagement communications or other appropriate channels. We encourage clients to review this Privacy Policy periodically to remain informed about how we manage personal information.

Professional Confidentiality The protection of client information is a fundamental principle of the accounting profession and extends beyond the requirements of privacy legislation. In addition to our obligations under the Privacy Act 1988 (Cth), Famlonga Business Services and its personnel are bound by professional duties of confidentiality arising from applicable legislation, professional standards and ethical obligations governing registered tax practitioners and accountants. Information entrusted to us during the course of our professional engagement will be treated as confidential and will not be disclosed to any person except where: •you have authorised us to do so; •disclosure is reasonably necessary to perform the professional services you have engaged us to provide; •disclosure is required or authorised by law; •disclosure is required to comply with professional or regulatory obligations; or •disclosure is necessary to protect our legal rights or those of another person. Our commitment to confidentiality continues after the completion of an engagement and survives the termination of our professional relationship. Every member of our practice is expected to maintain strict confidentiality regarding client affairs and receives appropriate guidance regarding the secure handling of confidential information.

Privacy and Anti-Money Laundering Obligations As an accounting practice, Famlonga Business Services may be required to undertake client identification and verification procedures to satisfy legislative and regulatory obligations. Where applicable, we may request identification documents or other supporting information to verify your identity, confirm beneficial ownership, establish authority to act or comply with obligations arising under taxation, corporate or anti-money laundering legislation. Information collected for identity verification purposes will only be used for lawful business purposes and will be handled in accordance with this Privacy Policy. Where identity verification is undertaken using secure electronic verification platforms or trusted third-party service providers, those providers are required to maintain appropriate security and confidentiality standards. We collect only the information reasonably necessary to meet our legal obligations and to protect both our clients and our practice from fraud, identity theft and financial crime.

Electronic Communications Electronic communication forms an important part of the services provided by Famlonga Business Services. While we take reasonable precautions to protect information transmitted electronically, including the use of secure business systems and appropriate security controls, electronic communications may still be subject to risks beyond our reasonable control. Clients choosing to communicate with us by email acknowledge that electronic communications may not always be completely secure. Where particularly sensitive or confidential information is involved, we may recommend the use of secure document exchange platforms, encrypted communications or electronic signature platforms designed to provide enhanced protection. In the interests of protecting personal information, clients are encouraged not to send passwords, PINs or other authentication credentials by email, unless specifically requested by us using a secure method. Where particularly sensitive or confidential information needs to be exchanged, Famlonga Business Services may recommend or require the use of secure client portals, encrypted communications, electronic signature platforms or other secure methods of transmission designed to provide enhanced protection. Electronic communications between clients and Famlonga Business Services, including emails and attachments, may be retained as part of the client's professional file where they relate to the services we provide. These records assist us in maintaining accurate engagement records, documenting advice provided, meeting our professional and legal obligations, and ensuring continuity of service. All electronic communications are managed in accordance with this Privacy Policy and our internal information governance procedures.

Electronic Signatures Famlonga Business Services may provide engagement letters, taxation returns, financial statements, declarations, resolutions and other professional documents using secure electronic signature platforms. Electronic signatures provide a convenient and efficient method for approving documentation while maintaining appropriate security and audit trails. By electronically signing documents provided by Famlonga Business Services, you acknowledge that electronic signatures are intended to have the same legal effect as handwritten signatures, subject to applicable legislation.

Website Accessibility Famlonga Business Services aims to ensure that our website is accessible, informative and easy to use. If you experience difficulty accessing information on our website or require information in an alternative format, please contact our office and we will make every reasonable effort to assist you.

Related Documents This Privacy Policy forms part of the broader governance framework of Famlonga Business Services and should be read as the principal public document describing how we collect, use, disclose, store and protect personal information. To support the commitments outlined in this Privacy Policy, Famlonga Business Services maintains a number of internal procedures that establish the operational processes, responsibilities and controls adopted within our practice. These internal procedures are intended for the guidance of our personnel and are reviewed periodically to ensure they remain appropriate for our business operations, legislative obligations and professional standards. These internal procedures operate in conjunction with this Privacy Policy and provide detailed guidance for the implementation of our privacy, confidentiality and information governance obligations. In the event of any inconsistency, this Privacy Policy remains the primary public statement of Famlonga Business Services' commitment to protecting personal information and complying with applicable privacy legislation.

Policy Review This Privacy Policy forms part of Famlonga Business Services' broader governance framework and is reviewed periodically to ensure that it continues to reflect legislative requirements, professional obligations, technological developments and industry best practice. Reviews may also be undertaken following significant changes to our business operations, the introduction of new technology platforms or changes to applicable legislation. The Director is responsible for approving revisions to this policy.

Final Statement At Famlonga Business Services, we recognise that the information entrusted to us is often among the most personal and confidential information an individual or business possesses. Protecting that information is central to the trust placed in us and is a responsibility we take seriously. Our approach to privacy is guided by a number of fundamental principles that underpin the way we conduct our business and interact with our clients. We are committed to collecting only the personal information that is reasonably necessary to provide our professional services, being transparent about why that information is collected and how it will be used, and protecting it through appropriate technical, organisational and administrative safeguards. We do not sell, rent or trade personal information and are committed to handling all personal information with integrity, professionalism and respect. We recognise the importance of providing individuals with the opportunity to access and correct their personal information where appropriate, and we are committed to continually reviewing and improving our privacy practices to ensure they remain effective, responsive and aligned with evolving legislation, technology and professional standards. Our commitment to privacy is supported by robust governance, secure technology, professional ethics and a culture of confidentiality. We continually review our practices to ensure that personal information is managed responsibly, securely and transparently, while providing the high standard of professional service our clients expect. We appreciate the confidence our clients place in us and remain committed to protecting their information with integrity, professionalism and care. If you have any questions regarding this Privacy Policy or the way Famlonga Business Services manages personal information, please contact us. Famlonga Business Services ABN: 77 920 102 440 Email: admin@famlongabusiness.com.au Website: https://www.famlongabusiness.com.au We are committed to maintaining the trust and confidence of our clients by handling personal information responsibly, transparently and in accordance with our legal, ethical and professional obligations.